HP-II Workshop on Real-time Hydrological Information Systems

Transcription

1 HP-II Workshop on Real-time Hydrological Information Systems MODULE 6: PRE-BID, BID EVALUATION, INSPECTION AND COMMISSIONING Mark Heggli, Meteorologist/Hydrologist Expert Real-time Hydrology Information Systems Innovative Hydrology, Inc. Consultant to the World Bank

2 Examples that refer to products are intended for illustrative purposes only, and do not imply an endorsement or recommendation of any particular product

3 Items Covered In Module 6 Pre-Bid Period Bid Evaluation Inspection and Testing Commissioning

4 Pre-bid Process and Meeting The Pre-Bid process allows the bidders to ask question to clarify items within the tender This allows for a fair process where all bidders are equally aware of the questions being posed, as well as the answers that are given Pre-bid provides a strictly defined period were questions can be asked, and answers given, so that the procurement process continues in a timely fashion. After the Pre-bid question period, no further questions are permitted.

5 Pre-bid Process Bidders Prepare Questions Pre-bid Meeting. All Questions Due Pre-Bid Response Preparation Pre-Bid Release of Questions and Answers to Bidders

6 Bid Evaluation Importance of Bid Evaluation Assures the bidder offers qualified products Assures the bidder offers qualified integration Assures the bidder offers qualified implementation

7 Bid Evaluation Process Collect all Bids Delivered Prior to Deadline Develop Bid-Evaluation Review (BER) Evaluate Bids according to Tendered Specifications Rank Responsive Bidders by Bid Amount

8 Critical Requirements Key Components Data Logger Sensors Telemetry Computer Hardware Computer Software

9 Critical Requirements Key Specifications Equipment Identification Make Model Year in production Anticipated end of support Accuracy Resolution Precision/Repeatability

10 Critical Requirements Functional Aspects Backup Power Calculations & Schematic Grounding Details & Schematic Computer Network Details & Schematic Modem Router Switch/Hub SCADA Operational Schematic

11 Starting Point Equipment Offer

12 Price Schedule-1: Goods Manufactured Outside the Purchaser s Country, to be Imported (Group C bids, goods to be imported) Date: ICB No: Currencies in accordance with ITB Sub-Clause 15 Alternative No: Page N of Line Item N [insert numbe r of the item] [insert name of good] Description of Goods 1. Hand Held Devices for Communication with Data Loggers as specified in Section 3.1 of the Technical Specifications 2. Rugged Notebook Computers as specified in Section 3.2 of the Technical Specifications 3. Precipitation Gauge (Rain Only Sites) as specified in Section 3.3 of the Technical Specifications 4. Precipitation Gauge (Rain and Snow) as specified in Section 3.4 of the Technical Specifications 5. Water Level (Bubbler) as specified in Section 3.5 of the Technical Specifications Country of Origin [insert country of origin of the Good] Delivery Date as defined by Incoterms [insert quoted Delivery Date] Quantity and physical unit [insert number of units to be supplied and name of the physical unit] Unit price CIP [insert place of destination] in accordance with ITB 14.6(b)(i) [insert unit price CIP per unit] CIP Price per line item (Col. 5x6) [insert total CIP price per line item] Price per line item for inland transportation and other services required in the Purchaser s country to convey the Goods to their final destination specified in BDS [insert the corresponding price per line item] Total Price per Line item (Col. 7+8) [insert total price of the line item]

13 Item # Goods Offer Make/Model Years in Production Anticipated End of Support 1. Hand Held Devices for Communication with Data Loggers as specified in Section 3.1 of the Technical Specifications 2. Rugged Notebook Computers as specified in Section 3.2 of the Technical Specifications 3. Water Level (Bubbler) as specified in Section 3.5 of the Technical Specifications TDS Ranger w/8gb Flash Storage, 256 MB of RAM (Brochure Attached) GETAC A790, Windows 7 Professional, Intel Core Duo Processor 1.66 GHz, 4 GB DDRS RAM, SATA HDD 320GB, (Brochure Attached) Design Analysis H-3553 Bubbler/Pressure Sensor (Brochure Attached) Bidder states equipment that they believe meets the specification. It is up to you to check to make sure this equipment meets specification. If it is not clear, then it is not responsive. You can use data sheets and resources on the internet to confirm whether the offer meets specification.

14 Common Problems with Bids The Bid Offer is not Clear Make/Model not indicated Self certification is incorrect Equipment must be easy to use Offered Equipment Does Not Meet Specs Offered Equipment are not represented correctly Accuracy Resolution Precision/Repeatability

15 Evaluating Bids Bidders are to supply data sheets on all hardware All responses indicating compliance by the bidder are to be confirmed by the data sheets. Bidder can add manufacturers letter indicating compliance by the manufacturer Bid Evaluation Team can use resources found on the Internet, such as Cut Sheets from the Manufacturers Web Site to assure qualification of Offer.

16 Why Confirm Specifications of Equipment Offer? Equipment may actually not meet specification, even though Supplier states it does Supplier can be misinformed Supplier can be misleading Supplier may not completely understand the specification

17 Case 1: Water Level Measurement Equipment

18 Air Drying System Tender Specification If an air drying system is used operation of the drying system shall be maintenance free for at least two years Does Not Meet Specification Equipment Specification

19 Bid Evaluation Review Example Technical Specification As per BD of RTDAS clause 5 Technical Spec Bidder A Bidder B Bidder C Range of bubbler and pressure transducer shall be 30 psi. In the case that the range of water levels is greater than 20 m, an orifice manifold system with 5 m of orifice line overlap will be used to cover the entire range of water level with a single sensor. The manifold system does not need to be automated. HS, HS 40 YSI, H 3553 Sutron, Accubar Part no > 30 psi As per brochure: operation : Upto 30 m of head with 200 m of river line ( orifice )and 300 m of river line (GCO) Custom calibration ranges available of bubbler and transducer shall be of psi Maintenance free operation (no desiccant replacement) for up to two years. 0.02% FSO or better Accuracy.02 % FSO less than or equal to 0.02 % FSO Anodized pipe or similar material, orifice line and orifice cap will be supplied by the bidder Orifice line and cap will be supplied by Bidder complied

20 Case 2: Computer Server Hardware

21 Specifications Item PC Specifications Technical specifications CPU and Memory - Pentium IV 3.0 GHz minimum or greater if required by Data Management Software Memory 4 GB or greater if required by Data Management Software. The RAM shall be provided that fully meets data collection and processing software requirements utilizing a maximum of half the RAM. If the RAM needed to meet this specification requires a 64-bit processor then the software shall be compatible with a 64-bit processor. Hard Disk - Hard disk size capable of storing 10 years worth of data in addition to all software components or 1 TB, whichever is greater. Hard disk shall include at Technical a minimum RAID 1 technology, which means the disk space will be effectively Specification doubled. Clearly States Monitor - A minimum of three computer screens that can be used to display screens from data Rack collection Mount and data processing processes. These screens will be a minimum of 21 inches and shall incorporate Flat Screen technology. Computer hardware will have the proper interface to use a minimum of four screens. Computer Form Factor - Rack mount. Please include computer rack with offer to house computer(s) data receivers, network devices as required by the DAS. The rack space available shall be twice that which is actually required

22 Item Required Tech. Spec. as per Bid Document Firm A Firm B Firm C Data Management Computer and Software PC Specifications Hard Disk Hard disk size capable of storing 10 years worthofdatainadditiontoall software components or 1 TB, whichever is greater. Hard disk shall include at a minimum RAID 1 technology, which means the disk space will be effectively doubled. Monitor A minimum of three computer screens that can be used to display screens from data collection and data processing processes. These screens will be a minimum of 21 inches and shall incorporate Flat Screen technology. Computer hardware will have the proper interface to use a minimum of four screens. Computer Form Factor Rack mount. Please include computer rack with offer to house computer(s) data receivers, network devices as required by the DAS. The rack space available shall be twice that which is actually required for the equipment that is being offered. Operating systems Windows Server 2008 HP HP probook 6450b notebook HP probook6550b notebook CP 811 Notebook Computer Specified, Supplier also States it is rack mount Aquarius Time Series Data HP (Computer) Management Software, Aquarius Server CP 535 Yes Confirmed Upto 28 TB internal storage Max Number of Hard Drives 25 and specifications given along Yes Confirmed 3 Monitor will be supplied with the server to display data collection and data This is software, not hardware processing process. The screen will be Flat Screen 21 inches. Server will have option to interface 4 screens Non responsive, no make/model Yes Confirmed A rack as per tender requirement will be supplied. Yes Confirmed Server will be loaded with Windows server 2008.

23 Equipment Delivery & Inspection

24 Record Record all materials delivered Date of Delivery Type Make Model Serial Number Condition of Delivery Date of Acceptance Verify that all materials received is the same submitted on the bid Delivery Date Type Make Model Serial # Condition Acceptance Date 7/15/2012 Bubbler Sutron Good 7/21/12 7/15/2012 Bubbler Sutron DOA 7/21/12 7/15/2012 Rain Gauge Hydrological Services TB Damaged 7/21/12 7/15/2012 Rain Gauge Hydrological Services TB Good 7/21/12 7/15/2012 Data Logger Design Analysis H Good 7/21/12 7/17/12 Submersible Pressure Transducer Hach Hydromet ecolog Good 7/21/12 7/17/2012 Computer Dell Latitude D Good 7/21/12 7/18/2012 Solar Panel BP SX Good 7/25/12 7/18/12 Solar Regulator MorningStar SS Good 7/25/12

25 Verify Verify that all materials delivered are what was ordered Compare Bid Documents to Record of Materials Delivered

26 Database Enter all information in data base designed for maintenance of equipment and Asset Tracking Vaisala Met Man OneRain Contrail Inventory Sutron X-Connect User Written Data Base Database capabilities Location Site Number Warehouse Factory Maintenance tracking

27 Sample Inspection Data Logger Sensor Solar Panels Solar Charger Enclosure

28 Model Inspection (Physical Inspection) Supplier presents equipment for inspection One of each piece of equipment displayed for inspection Make/Model number confirmed to match offer

29 Material Inspection In depth inspection to make sure material meets specification Equipment that is found not to meet specification at this phase is required to be replaced by the supplier at no cost to the purchaser

30 Receiving Report Inspection Receiving report provided by Supplier Purchaser confirms quantities versus quantities specified

31 Shipment Inspection Physical inspection of equipment Record make, model, serial numbers, and confirm with receiving report Determine that all equipment has been delivered before officially receiving equipment (this is always required by agencies, and a condition of payment)

32 Recording Inspection Results Record all information on a spread sheet Later you will record where each piece of equipment is installed and keep a database tracking this equipment

33 HIS Commissioning

34 Field Inspection: Proper and safe installation Appropriate River Gauge Placement Appropriate Rain Gauge Siting Appropriate Climate Station Siting Appropriate Ground Water Placement Proper security Spares in place

35 Data Management Hardware Computers All hardware components in place and functioning UPS and Backup Power Tested Software All software represent legal copy and properly licensed Software demonstrated to be fully functional Web Quality Control Visualization Models (if any) All software components specified in bid is present Identify which servers contain software

36 End to end functionality Field Equipment Collecting Data Information transmitted is correct (Audit) Data transferred to Data Center in Real-time Data Visualization Meets Specification Tabular Graphical Map Data viewable on Internet/Intranet in Real-time

37 Problems with Improperly Commissioning, HIS Equipment not properly collecting data Data not representative Installation does not follow WMO guidelines or sound measurement principles Rain gauge errors Water Level errors Equipment Security is lacking Incorrect equipment installation

38 End of Module 6